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Forms & Resources

Click on one of the topics below to find more information about it & related forms.

For more information on any of these topics please refer to the RSO Handbook.


marketing formCampus Life Event Advertising Request Form

Submit all your marketing requests* to one place! Then email your digital advertisements to CampusLife@oit.edu to help capture the best audience.​

Use this online submission form to submit advertisements for:

*This form is for electronic marketing only. Print materials must still be created by the organization and submitted to the Info Desk.

Club Recognition Requirements:

Oregon Tech has approximately 60 RSOs (Registered Student Organizations - including Campus Clubs and Student Programs) that are active on campus at any given time. It is not hard to start a new club, so if you don't see one on the list that matches your interest, let us know and we would be happy to help you get one started!

You will find information below on how to start a new club as well as how to maintain club recognition from year to year. If you have questions or need assistance, don't hesitate to contact Joseph Maurer, Director of Campus Life, at joseph.maurer@oit.edu.

How to Start a New Club:

Before you start a new club, see if the organization you're interested in already exists at Oregon Tech: Current Club List.

Benefits of Club Recognition

Being registered and officially recognized as a Campus Club allows groups:

The use of the Oregon Tech name and logo for marketing and promotion of the club and its functions (Associate Clubs must identify themselves as an “Oregon Tech Associate Club”)

The ability to hold meetings and social functions on campus in accordance with Oregon Tech scheduling policies

Reasonable access to the facilities of the college, buildings, grounds, and equipment

The ability to sponsor revenue-producing functions in accordance with established Oregon Tech policies

For Campus Clubs, the ability to apply for an annual budget (up to $1,500 per year) from incidental fees (Associate Clubs are not eligible for any Incidental Fee funding)

Eligibility for awards and honors given to student organizations.

Campus Club or Associate Club?

A club is defined as a group of students who collaborate to address a need on campus. Club recognition is an annual process, and as such, organizations can only change classification (between Associate Club or Campus Club) at the beginning of each Fall quarter. There are different requirements for each classification of club/organization. 

Campus Club                                                               Associate Club
5 members                                                                   3 members
1 advisor                                                                      1 advisor
Attend 2 general ASOIT meetings and                            Attend 1 general ASOIT meeting and
   1 executive ASOIT meeting before                                 1 executive ASOIT meetingbefore
formal recognition is given                                             formal recognition is given
50 hours of community service                                      25 hours of community service
Eligible for $1500 annually                                             Not eligible for Incidental Fee funds
   ($100 per term maximum in first year)
Have a representative at least 1 ASOIT                          Welcome to attend, no voting privileges
   General Meeting per month     

Categories of Clubs

If you are unsure which category to select, seek advising from Campus Life.
Academic/ Professional
Greek Life
Political/Social Action
Recreational/ Sports
Religious/ Spiritual
Student Media

Getting Official Club Recognition for the First Time

1. Complete an online Student Organization Registration Form (link at right)
2. Submit the Student Organization Agreement Form (link at right; signatures required from club president and advisor) indicating that your organization agrees to the rules and regulations by which all recognized student organizations must abide (see RSO Handbook for more info). 
3. Submit a proposed constitution to asoit@oit.edu (sample constitution at right if needed)
4. Attend a 1-hour RSO training for student organizations (see link at right for schedule) 
5. Attend 2 ASOIT general meetings and 1 executive meeting where the recognition hearing will occur.  
Be prepared to answer the following questions:
           What is the purpose of the club?
           What does the club plan to do to better Oregon Tech and the community?
           Who can be a member of the club?
           How much funding will the club need and why?

Tips on Recruiting Members

Use resources provided by your recognized status
           Advertise through campus outlets (see link for Campus Life Marketing Request Form)
           Be listed on the Campus Clubs page
           Create a profile on the Oregon Tech App
           Define what club membership will mean to your members (what is required of them)
           Engage with students within your area of interest
           Find local opportunities for students to get involved
           Go to ASOIT General Meetings and present your club during the public speakers portion
           Host an interactive table at the Super Club Sign Up events
​           Invite your friends, classmates, and fellow Owls to join!

Ongoing Recognition for Clubs:

To remain in good standing with ASOIT and Campus Life, clubs need to be sure to do the following every year:

1. Complete an online Student Organization Registration Form (link at right)
2. Submit the Student Organization Agreement Form (link at right; signatures required from club president and advisor) indicating that your organization agrees to the rules and regulations by which all recognized student organizations must abide (see RSO Handbook for more info).
3. Submit an updated constitution to asoit@oit.edu (sample constitution at right if needed)
4. Attend a 1-hour RSO training for student organizations - required for club presidents, treasurers, and advisors (see link at right for schedule)
5. Attend at least 1 ASOIT general meeting per month (2 are scheduled each month).
6. Complete at least 50 hours of community service per year.

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Events & Marketing:

Hosting events and activities for our students is one of the best ways to connect to new students and increase participation in your student organization. The information below outlines what you need to know in order to host successful events and follow the guidelines and policies of Oregon Tech.

    Events & Marketing details/resources:

Guidelines for Hosting Events

Any event, activity or purchase that will affect an organization’s budget (income or expenditure) must be approved in advance via the Event Approval Form.  This form must be filled out completely, then signed by the group’s advisor to indicate his/her awareness and approval of the event and related costs.  After the form is signed by the advisor, it must be submitted to Campus Life for approval, and will then be forwarded to the VP for Student Affairs for final approval.

When a club or program plans an event, they are completely responsible for every aspect of that event. These responsibilities will likely include set-up, gathering equipment through the College Union or other location, and clean up. An event open to the general public may require that organization members act as security personnel. All organizations are financially responsible for their event, and if damages occur they will be responsible for those as well. 

As an officially recognized club or program at Oregon Tech, your group has the ability to reserve rooms for meetings or events in the College Union. Please visit the College Union Information Desk or go to www.oit.edu/college-union. 

Co-sponsorship and collaboration on events provides groups with greater resources for funding, planning and implementation of events.  If your group is interested in pursuing options for co-sponsorship, please contact the Director of Campus Life for assistance.

Groups that need assistance in learning the process of bringing entertainment acts or speakers to campus should contact Campus Life or the Student Engagement & Leadership Coordinator to set up an appointment.

Serving Food at Events

An Event Approval Form must be completed for every event where food is served, both on and off campus (this includes events, programs, and meetings).  This form must be completed two weeks prior to the event.

Sodexo, our on-campus dining and catering service, has a contractual first right of refusal for catering any events and programs held on campus. This means that when planning to serve food at an event, your group must give first opportunity for catering to Sodexo. The catering manager may accept the job, or may pass and give your group permission to obtain food/catering from an outside source.

Groups wishing to obtain food and/or catering services from a business other than Sodexo must complete the Food Service Exception Form (link in Resource box at right) and get all appropriate signatures, before making arrangements.

For catering with Sodexo, contact Kari Tofell (catering manager) at Kari.Tofell@sodexo.com to determine the type of service needed. During this meeting, table set-up, linen requirements, number of volunteers needed for set up, meal service, and clean up should be discussed. *Your group should go to this meeting prepared with a specific budget amount available for food and a number of expected guests/participants to be served.

Events held off-campus must still have an Event Approval Form submitted, but there is no restriction for catering food, and no expectation to contact Sodexo for a catering quote.

Alcohol at Events

While it is possible to plan an event that includes the service of alcoholic beverages, student organizations are encouraged to consider the purpose and goals of the planned event and whether the presence of alcohol would be appropriate and/or beneficial to those goals.

When a club/program wishes to serve alcohol at an event, the Alcohol Approval Form must be completed and submitted to the office of Erin Foley, VP of Student Affairs/Dean of Students.  The form can be found in the Resource Box to the right of this section.

Prizes/Give-Aways at Events

If your group plans to have door prizes or give-aways at your event, please keep the following in mind:

Door prizes may not be purchased from the club's account, but must be donated items from local businesses.

You can get gift cards, gift certificates, gifts-in-kind (physical items), etc. as long as the business does not require a receipt for tax purposes.  DO NOT OFFER THIS - the process is much simpler if we do not have to provide a receipt.  If the business does request a receipt, then the process needs to go through the BAO or the Oregon Tech Foundation with the use of the Donation Receipt Request Form (found at right).  Contact Michelle Meyer in the Business Affairs Office for details.

Promotional items can be purchased to give to students at events (such as T-shirts, water bottles, etc.) and may be paid for by your student fee budget - as long the event is advertised and open to all students.  Please see the marketing/graphic standards guidelines here

When prizes are given away at an event, the use of the Prize Receipt Form (at right) is required in order to confirm that items were in fact received by students.  Please be sure to fill out the form completely, and get a signature from each prize recipient.  (This is not required for promotional items handed out to all attendees at an event.)

Questions about this information and requests for assistance should be directed to Joseph Maurer (Director of Campus Life).

Costs for Non-Students at Ticketed/Fee Events

By law, Incidental (student) Fees may not be used to benefit non-students.  With that in mind, it is important to understand how to charge non-student participants at events and programs.

Student organizations may hold an event at which community and Oregon Tech employees are invited to participate, but if there is a per-person cost associated with participation in that event, any non-student participants must be charged accordingly.  For example, an event that has food catered is typically charged at a per-person rate for the food.  If the overall cost of food is determined at $8 per person, then non-students must pay that $8 to eat.

The only benefit that may be allowed for non-student participants in an event is if a group discount is assigned for an event.  For example, if the Outdoor Program sponsors a ski trip to Mt. Bachelor:
*The typical cost for an individual lift-ticket may be $100 for the day, but since the OP is sponsoring and guaranteeing at least 20 participants, the lift-ticket cost goes down to $80.
*Since the Incidental Fees were not used to get that group discount, any non-student participant in the ski trip could benefit from the discounted rate and only have to pay $80.
*The OP may decide to further discount the rate for students by using some of their allocated budget for the year to pay part of that cost, so they may give currently registered students a rate of $40 for their participation in the trip.  Non-students may NOT utilize that discount, as they did not pay student fees and cannot benefit from discounts gained through use of those fees.

When holding an event where participants must/can pay in advance to hold their spot, the Event Sign-Up Sheet (in the Resource Box at right) must be used. Students sign up and pay at the Cashier's office, then bring a receipt back to your group as confirmation of payment.

Risk & Waiver of Liability

Some events hosted by student organizations have an inherent risk of injury due to the nature of the activity in which students are participating.  When receiving approval for an event via the Event Approval Form, you may be notified by Campus Life that your event requires the use of the Risk & Waiver of Liability Form.

A Form is required for participation in Oregon Tech organized activities (including student clubs and groups) where there is a reasonable chance of bodily injury, property damage, permanent disability, paralysis or death to the participants. These risks may result from the participation in the activity, the acts of others, or the unavailability of emergency medical care or immediate staff response. 

If notified that your event requires the use of the Liability Waiver, you must print a copy for each individual participating in your event (including event leaders/coordinators) and have them complete and sign.  Upon completion of your event, please bring all signed forms to the Campus Life office, where they will be kept on file.

Liability Waiver forms have been created for specific activities, and groups are required to utilize the event-specific forms. These can be found on the T: drive in the "Approval for Events" folder.

If you have questions about the use of the form or how to protect your organization and event participants, please contact the Director of Campus Life.

Marketing Your Events

There are a number of ways to advertise your campus events and increase attendance:

*All events that are approved via the Event Approval Form will automatically be added to the online Campus Events Calendar.  This also adds the event to the Oregon Tech Mobile App under the "Events" tab.

*RSOs wishing to post event flyers around campus may do so by creating and printing 8.5" x 11" copies to be given to the Info Desk (CU) and Res Life & Housing.  Print 26 copies of your flyer for the Info Desk, and they will stamp approval on them and distribute them on all common bulletin boards around campus.  Print 45 copies for Res Life & Housing, who will post them in all of the Residence Halls and the Village Apartments.

*RSOs can request to have their events added to the digital display screens around campus and the electronic reader board at the main entrance to campus via the Online Marketing Request Form (link at right).  Groups must create their digital ad, to be submitted to Campus Life following the guidelines provided in the Digital Display TV Ad Template (link at right).

*Your student media organizations are always ready to support campus events with enough advanced notice.  Contact KTEC radio, The Edge student newspaper, or OTB (Oregon Tech Broadcasting) for more information.

*More and more of our students are downloading the Oregon Tech Mobile App to their smart phones, and this is a great way to advertise your events.  For a quick training on how to utilize the app, stop by the Campus Life office.

Advertising Guidelines:

*Displays (including, but not limited to, posters, notices, banners, etc.), which are obscene, litter the campus, damage property, advertise alcohol, or materially interfere with the regular and orderly operation of the college are prohibited.

*All advertisements must be approved and stamped by the College Union Information Desk prior to posting on campus. Information about proper posting procedures can be found here or at the College Union Information Desk.

*All posted material not approved, or not properly posted as noted, will be removed promptly.

*Posters, notices, displays or banners should be in good taste and reflect the Oregon Tech mission and values. 

*Excessive violations of posting procedures may result in a fine of up to $25.00 assessed by the Director of Campus Life or the Vice President of Student Affairs, and/or loss of posting privileges for the club/organization in question.


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Event Forms

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Additional Resources for Events

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Funding for Registered Student Organizations (RSOs) comes from the Incidental Fee, which is an activity fee that every student pays. The money gathered from this fee goes towards funding Athletics, the College Union, and Campus Life. Incidental fees paid to Campus Life are disbursed to the Campus Life department, campus clubs, student programs, and student media organizations.

Please refer to the RSO Handbook and the Budget Request webpage for more information on the allocation of Incidental Fees.

    Finance details/resources:

How to Spend Your Money

For liability purposes and the safety of our students and employees, it is NEVER permitted for anyone to sign a contract or agreement on behalf of Oregon Tech, a campus club, or student program.  Contracts and agreements must be processed and signed by our Procurement and Risk Department representatives, via the Director of Campus Life.

There is a preferred order of priority in terms of paying for supplies, food, travel, etc. done by student organizations and employees/departments.  That order is:

First preference: Use of Purchasing Cards (P-Cards): a club advisor may request the use of a P-card for purchasing.  These cards are managed by Campus Life, and may be checked out and used by a club advisor only, on behalf of the club.  Any advisor who wishes to be an approved P-card user must take the P-card training and test (found on myOIT faculty/staff tab) and then contact the Business Affairs Office to get set up and approved for use.

Once purchases are made with a P-card, the advisor must return the card and receipts immediately to Campus Life, and complete a short form that explains the details and purpose of the purchases made.   Campus Life will then process the reconciliation of the related charges.

Second preference: Direct billing or invoice: a lot of area businesses already have an account set up with Oregon Tech, allowing us to make purchases and have the business bill Oregon Tech directly. 

Last preference: Out-of-pocket: if a club has exhausted all other avenues and has no other option but to pay out-of-pocket for supplies or other expenses, then a personal reimbursement may be processed.  This is NOT recommended, as we prefer students and employees to avoid having to use personal funds for club expenses, and it takes some time for the reimbursement to be processed.

Budget Allocations for RSOs (Registered Student Organizations)

The process of allocating Incidental Fee budgets to RSOs is:
*Budget requests are submitted by RSOs in the Winter term to the Financial Allocations Committee (FAC).  Maximum funding for Campus Clubs is $1,500 per club per academic year (after a club’s first year of recognition).

*At the conclusion of budget hearings, the FAC makes recommendations to the ASOIT President regarding Incidental Fee allocations to clubs and programs.

*The ASOIT President then calls a meeting of the Incidental Fee Committee (IFC)
The IFC reviews the overall budget requests in the areas of Athletics, the College Union, and Campus Life (which includes all Registered Student Organizations).

*The ASOIT President, on behalf of the IFC, then makes recommendations regarding the allocation of Incidental Fees to the President of Oregon Tech, who in turn takes the recommendations to the Oregon Tech Board of Trustees for final approval.

In order for a club or program to apply for IF funds, the following requirements must be met:
*The group must be currently recognized by ASOIT and remain in good standing.
*Requests for funding must utilize the required format set by the current ASOIT Finance Officer.  The Finance Officer must approve any modification to this format.
*The reason for IF funding must be fully explained and justified. This should include a listing of all sources of income and any expenses the program expects to incur. Cost estimates must be specific and accurate.
*All activities should benefit club/program members and potentially all students.  

Budget allocations are made to campus clubs and student programs in three installments (approximately four weeks into Fall, Winter, and Spring Quarters) during the academic year.  Club advisors and Campus Life staff members can help students with general usage of their accounts. The ASOIT Finance Officer and Director of Campus Life are available to assist clubs with writing budgets, and the Campus Life Office Specialist can assist groups with keeping track of expenditures. 

Fundraising & Donations

Fundraising is a great way to supplement club funds. Money made during fundraising activities must be deposited through the Oregon Tech Cashier’s Office within 24 hours of collection (with the use of the Deposit Form found at right and a deposit bag, available at the Campus Life office). If the Cashier’s office is closed at the conclusion of a fundraising event, clubs may bring funds to Campus Life to be kept in a locked safe overnight, and must then collect funds on the following business day to be deposited with the Cashier.

Cash boxes for fundraisers
If you are hosting an event where you’ll need to make change, you can check out a cash box from the Cashier office. Please email the Cashier at cashier@oit.edu at least two days prior to the event. After the event or fund raising activity has concluded for the day, deposit your funds within 24 hours. If you have questions or need help please see the Director of Campus Life. The following policies are in effect regarding fundraising and donations by Registered Student Organizations:

Any fundraising monies not utilized in the current academic year will be included in the rollover funds for that group, and considered part of the group’s Incidental Fees from that point forward (and as such, no longer able to be used in the manner that fundraised dollars are allowed). This will take effect starting in June 2016.

Fundraisers held for the purpose of making a donation to an outside charitable organization will be allowed upon approval via the Event Approval Form.  Groups must plan for this in advance, provide meeting minutes that reflect the decision to hold a charitable fundraiser, and clearly advertise the purpose/organization receiving the proceeds throughout the event.

Groups will not be allowed to donate to any outside organizations other than through the process outlined above. Consequently, groups may not request at the end of an academic year that any “leftover” funds be donated to a charity. If a donation was not set up in advance through the Event Approval process, then any leftover funds would be rolled over into the student organization’s general budget for the following year.

Proceeds from fundraisers may be used in the following ways:
*Supplementing activities, events and programs of the organization;
*Purchasing supplies for club use;
*Food purchases for club activities;
*Purchasing promotional items for club members (such as shirts, water bottles, etc. that have the club name or logo on them) – ONLY through the use of the Personal Items Purchase Form.

Proceeds from fundraisers may NOT be used for the following:
*Purchase of alcohol
*Gifts of any kind – when a club wishes to purchase a gift (for example, as an end-of-year thank you to faculty or club advisors), the club must collect cash from all members wishing to contribute, and use the collected funds to directly purchase gifts. The purchase of gifts will not be approved for reimbursement from any source of funds within the club’s university account.
*Donations to charitable organizations, except as outlined in the process above.

Clubs may, on occasion, receive donations of goods or services from area businesses in support of an event or fundraiser. Please check with Campus Life staff prior to soliciting for these types of donations, for information on dos and don’ts of requesting donations.

Fundraising Opportunities at Commencement

Campus Clubs are given the chance to host a fundraising table at Oregon Tech's annual commencement ceremony at the end of Spring term.  A limited number of tables are available, and will be determined by the Commencement Committee.  Fundraising sales are currently limited to flowers and/or bottled water.

Any club wishing to apply for consideration must do so using the Commencement Fundraiser Request Form (found at right).  The Director of Campus Life will notify all applicants of the groups approved for tables.


Gifts of any kind may not be purchased out of the Campus Club or Student Program budgets, regardless of the source of funding (Incidental Fees or fundraising).  When a club wishes to purchase a gift (for example, as an end-of-year thank you to a faculty or club advisor), the club must collect cash from all members wishing to contribute, and use the collected funds to directly purchase gifts. The purchase of gifts will not be approved for reimbursement from any source of funds within the club’s university account.

Purchase of Club T-shirts or Other Clothing/Personal Items

T-shirts, jackets, water bottles, or other items that club members wish to purchase for personal use may only be paid out of fundraising dollars or out-of-pocket contributions from the members.  No incidental fees may be used for these types of purchases (with the exception of promotional items to be given away at club events where all Oregon Tech students are invited to participate and receive an item).

When planning such a purchase for club members' personal use, the Personal Items Purchase Form (found in the resource box at right) must be used and funds clearly tracked for the purchase.  Contact Joseph Maurer, the Director of Campus Life, for assistance if needed.

Special Consideration Funding

Special consideration funding is available for clubs that are just starting out, clubs that didn’t receive a budget for the current year, and clubs that have or expect to incur unanticipated costs. To apply for special consideration funds, clubs must be officially recognized and in good standing. They must complete a Special Consideration Funding Form and submit it to the ASOIT Finance Officer. Requests must be made at least two weeks prior to the event or purchase in order to allow time for processing, and no money will be reimbursed after an event has occurred or purchase has been made.

In order to receive special consideration funding, a club is expected to supplement budgeted money for an event or special purchase. Clubs must pay for at least half of the expense (matching funds) from club funds, out of pocket, or by holding fundraisers. No club will be granted more than $500 in special consideration funding in an academic year.

Special Consideration Funding budget requests should include the following information:

*Name of the club requesting funds
*When the funds are needed
*Reason for request
*Benefit to the club, Oregon Tech, and/or community
*A complete breakdown of costs
*Other sources of funding for event or purchase and amount(s) of matched funds

Budget requests for trips should include the following:

*How many people are going?
*Where is the group going?
*How will the group get there (i.e. plane, bus, car, or school van) and what are the costs associated with transportation?
*Lodging, registration fees, and costs for any banquet that may be required. (NOTE: Meals are not normally acceptable budget requests.)

A club representative should attend a Special Considerations hearing, which can be scheduled with the ASOIT Finance Officer to have the club added to a Finance Allocation Committee (FAC) meeting agenda. Questions about the funding request will be asked and the FAC will vote to approve or deny funding immediately after the evaluation. The FAC reserves the right to make recommendations or stipulations on the use of funds granted.

Special Consideration Request forms and requests to get onto an FAC meeting agenda can be emailed to the ASOIT Finance Officer at tristan.loomis@oit.edu.

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For student travel related to an academic program (e.g., conference, academic club competition), assistance is available from an academic support staff person for making travel arrangements and payment. Your advisor is often a faculty member and can therefore work through respective department support staff to arrange for assistance. For student travel not related to academics (e.g., campus clubs and student programs), assistance is available in the Campus Life Office (1st floor, College Union) for making travel arrangements and payment.

If student travel is international in nature, please contact Risk Management for more information and instruction.

There are 4 main parts of travel planning (see the "Travel details/resources" section below for more information on each area):

  1. Student Travel Approval Form
  2. Student Travel Itinerary/Emergency Contact Waiver Form
  3. Driver Certification Form
  4. Reservations & Payments

    Travel details/resources:

Student Travel Approval Form

Please complete and submit the Student Travel Form at least 10 Days Prior to Travel. Form is located on website: www.oit.edu/student-travel

Once the Budget Authority signatures are on the form, your group may begin making reservations and paying registration fees as necessary. The Budget Authority is either the Director of Campus Life (for travel related to campus clubs or student programs) or a Department Chair (for travel related to an academic department trip/conference/competition). The Student Travel Approval Form must be submitted to the Student Affairs Office, College Union 217. The VP for Student Affairs/Dean of Students will review and sign approval for the trip.

Student Travel Itinerary/Emergency Contact Waiver Form

Please complete and submit the Student Travel Itinerary/Emergency Contact Waiver Form at least 10 Days Prior to Travel. Form is located on website: www.oit.edu/student-travel

The Student Travel Itinerary/Emergency Contact Waiver must be submitted to the Campus Safety Office, Cornett Hall 231.
Please include a travel route via Google Map, include rest stops and overnight stops. If traveling by plane, please include a print-out of flight information. If traveling by other means of transportation, please provide details. Please keep in mind that students may only drive 7-passenger vehicles and only 300 miles per driver per day.

Driver Certification Form

Each Driver must complete a Driver’s Certification Form. This is an annual form (September – August) that must be submitted yearly. Form is located on website: www.oit.edu/student-travel

The Driver Certification Form must be submitted to the Campus Safety Office, Cornett Hall 231.

Reservations & Payments

The Business Affairs Office (BAO) does not permit Group Travel Cards to be checked out to students.  A travel card may be checked out and used by a club/program advisor (an Oregon Tech employee), and may be used toward all expenses directly related to the travel/conference/trip.  If an advisor will not be traveling with the group, then expenses must be paid for in advance or as reimbursement upon return from the trip.  See below for details on specific allowances related to these expenses.
Hotel, Rental Car, Flight and Registration Fees must be arranged and paid for prior to travel.


If making a reservation on an online site like Priceline.com, the cost of the hotel stay may be paid for in advance, and can be done with the use of a Group Travel Card on campus.  Keep in mind that using this method to reserve hotel rooms is usually non-refundable – so please be sure that travel plans for the group are firm before booking.

If an advisor is traveling with the group, then the hotel can be reserved on a Group Travel Card and the advisor can take the Group Travel Card with them on the trip to present for final payment at the hotel.

Sharing rooms (multiple travelers per room) is not required, but can definitely help with your overall budget for the trip.  There is a maximum allowable cost per room of $120, regardless of the number of people in the room.*  If the price per room will be over that amount, you must email the Director of Business Affairs at michelle.meyer@oit.edu and make an Exception Request.  Her approval of the exception must be printed and submitted along with the payment paperwork.

*An exception to this rule is if the hotel is serving as the host site for the conference and the price per night is above $120.  In this case, an Exception Request is not required, but proof that the hotel is the conference host site is required.

Regardless of the method of paying for hotel reservations, hotels normally require that a credit card be presented for incidental charges to the room (food, movies, etc.).  We recommend that a debit card is not used for this purpose, as most hotels will charge an amount to the card to ensure that it has sufficient funds.  An actual credit card is better for this. *Incidental charges to hotel rooms are generally not reimbursable, and should be avoided.

Rental Car(s)

Rental vehicles may be reserved and billed directly to Oregon Tech, with payment being processed after the trip.  Both of these rental companies work with us for direct billing:

Hertz (at the Klamath Falls airport): 541-882-0220
Enterprise (on S. 6th St): 541-850-9000

Both companies now have drop boxes for returning vehicles, so cars can be dropped off after hours without additional charges incurred.

Enterprise is closed on Saturdays & Sundays, but will work with groups based on the drop box information above.


Groups are no longer required to obtain quotes from a travel agency prior to booking flights, but Oregon Tech does still work with Azumano Travel as an option if groups would like assistance with making travel arrangements. In general, direct booking through online travel sites is typically cheaper. Remember that no flight reservations should be made before obtaining budget approval through the Student Travel Approval Form.

Don’t forget to include baggage fees in your budget planning, unless the group agrees that those costs will be paid out-of-pocket by each participant.

Registration Fees

Registration fees may be paid from a Group Travel Card here on campus if the conference host organization accepts credit cards for payment.

If a check is required for registration, you must obtain an invoice from the conference host organization to submit for payment to be processed.  In that case, a Vendor Setup Form must also be completed by the conference host organization in order to get them set up in our system to be paid.  The Vendor Setup Form is located on the website: http://www.oit.edu/faculty-staff/ba/ap/invoice-payment


Student meals are not reimbursable.  If a club advisor (employee) attends the trip, they may check out a Group Travel Card and meals may be purchased from the club’s budget (as approved in advance).

A Travel Reimbursement Request form must be submitted for any reimbursements required.  Receipts for parking, taxi, and shuttle must be included with this form in order to process reimbursements.  The link to the form is in the Resource box at right, or on the website at http://www.oit.edu/faculty-staff/ba/ap/travel-reimbursements.

For all travel, timely submission of paperwork for reimbursement is expected.  All reimbursement paperwork should be submitted within one week of return from travel.

When traveling by car:
When traveling with a rental vehicle(s), fuel receipts must be turned in for reimbursement.

When traveling by personal vehicle, fuel receipts are not required; you will be reimbursed for mileage.  Mileage reimbursement takes into account fuel as well as wear and tear to your vehicle.  See the “Travel Reimbursement Rates” link at right for details on short trip and long trip mileage reimbursement.

Remember that when traveling by car, all drivers must have submitted the Driver Certification Form (as outlined above), and cannot drive more than 300 miles per day per driver.  If a trip is in excess of 300 miles one way, the group must have enough approved drivers to split up the trip into segments in order to meet this requirement.

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Work for a Student Program:

Student Programs are organizations that have a larger scope and responsibility on campus.

Each student program has a student director and paid student staff; office space on campus; and a larger budget with which to work. They are responsible to create programs and resources that meet the needs of a specific campus constituency or area. The student directors all participate as a part of SPEC – the Student Programs Executive Council – where they meet monthly with the Director of Campus Life to collaborate and work together to address the needs of the Oregon Tech student body.

To provide the best service possible to students, employers, faculty and alumni, Career Services coordinates programming related to student employment and graduate success. Go to the Career Services website to view available jobs online.

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